Page 1 of 3

Letter of Agreement for Motor Coach Services: Checklist

For this form to be regarded as a formal letter of agreement between the school or district and the motor coach company, it must be completed and signed by a school or district representative and then signed by a representative of the motor coach company and a copy returned to the school or district.

□ Motor Coach Company

□ Name of company: ______

□ Name of company’s representative: ______

□ Phone Number: _____ - _____ - _____ Fax number: _____ - _____ - _____

□ E-mail address: ______

□ Mailing address: ______

Street address city state zip

□ Information to provide the motor coach company:

□ Name of school or school group sponsoring the trip: ______

□ Trip departure date: ______Time: _____:_____ □ A.M. □ P.M.

□ Pick-up location: ______

□ Trip itinerary – describe in detail where the bus(es) must transport students:

______

□ Trip return date: ______Time: _____:_____ □ A.M. □ P.M.

□ Drop-off location:______

□ Total number of passengers going on trip (students, teachers, chaperons, etc.): _____

□ If any unusual equipment/luggage (e.g., band equipment) is to be transported, specify what type and how much: ______

□ List any special requirements for the bus(es) (e.g., handicapped accessible, large equipment storage): ______


Page 2 of 3

□ Name of emergency contact person: ______□ All-hours phone number: _____ - _____ -_____

□ Number of drivers required: _____ □ Total trip mileage: ______

□ If two or more drivers are required, how and when should the school expect the drivers to rotate driving duties? ______

______

□ Specify seating capacity and special requirements for each bus required:

SEATING CAPACITY / SPECIAL REQUIREMENTS / IDENTIFICATION NUMBER
Bus 1
Bus 2
Bus 3
Bus 4

If possible, obtain the identification numbers of the buses to be used.

□ Identify Trip Costs and Payment Method

□ What is the motor coach company’s fee for transportation services and how is it computed?

□ daily rate per bus: $______OR □ mileage fee: $______per mile

□ Other fees: $______

The district may be responsible for other charges. Itemize such charges in detail if necessary:

______

______

______

□ Total charges for all transportation services: $______(Include total fee for all buses ordered.)

□ Who will pay for the services (i.e., who should be invoiced if not the school or district

representative who made these arrangements)?

______

□ What will the method of payment be?

□ full payment 7 days before trip OR □ full payment 30 days before trip

□ How can payment be made:

□ cash □ check □ credit card (card accepted: ______)

□ Contact person for billing questions if different from the motor coach company listed above:

Name of billing company: ______

Name ob billing company’s representative: ______

Phone number: _____ - _____ - _____ Fax Number: _____ - _____ - _____

E-mail address: ______

Mailing address: ______

Street address City State Zip


Page 3 of 3

Confirmation by School or District of Arrangements for Services
To be completed by the school or district representative who made the arrangements:
Date arrangements with motor coach carrier were finalized: ______
Your name: ______
(type or print)
Your school/district position: ______
(type or print)
Your signature: ______Date signed: ______
A copy of this completed form (pages 1-3) must be mailed or faxed to
the contracted company for confirmation of agreement.
Confirmation by Motor Coach Company of Agreement for Services
Name of company representative; ______
(type or print)
Position: ______
(type or print)
Signature: ______Date signed: ______
A copy of this signed document (pages 1-3) must be mailed or faxed
back to the school or district at the following address:
Contact Person’s Name: ______
School or District Name: ______
Street Address: ______
City, State, Zip: ______
Fax Number: ______- ______- ______